When implementing group activities in your project, you may need to request different funding for different participants in the same group, depending on their specificity, for example different start dates or means of transport, participants with fewer opportunities, etc.

Each group activity between a sending organisation and a receiving organisation should be recorded only once in your project. 

For these reasons, to keep groups as homogeneous as possible in terms of funding, it is advisable to split a group into subgroups for each specific situation within that activity. If necessary, you can create a subgroup for a single person. 

In Beneficiary module, this is done in two steps:

1. Create the group activity, provide all mandatory details and save it.
2. Edit the activity to add participant subgroups. For all subgroups in a group the sending country and the destination country must be the same.

Unlike mobility activities, group activities do not require the names and personal details of the participants in the group. The only person whose name and email are specifically required is the Lead accompanying person, as this person will receive the invitation to fill in the participant report. 

This page explains how to add group activities and subgroups, using an example project for KA121-SCH, call year 2022. Group activities are not available for KA121-VET and KA122-VET projects.

This page explains the management of Group Activities in granted KA121 and KA122 projects, using an example project for KA121-ADU, call year 2022. Group activities are not available for KA121-VET and KA122-VET projects.

Group activities in your project can only be managed by contacts with edit rights in the project while the project is in status Project ongoing. Make sure all organisations participating in your project's group activities are available in the Organisations section of your project before you add group activities in your project.

When implementing group activities in your project, you can request different specific funding for different participants in the same group, for example different start dates or means of transport, participants with fewer opportunities, etc. Each group activity between a sending organisation and a receiving organisation should be recorded only once in your project. For these reasons, to keep groups as homogeneous as possible in terms of funding, it is advisable to split a group into subgroups for each specific situation within that activity. If necessary, you can create a subgroup for a single person. 

In your granted project, adding group activities is done in two steps:

1. Create the group activity, provide all mandatory details and save it.
2. Edit the activity to add participant subgroups. For all subgroups in a group, the sending country and the destination country must be the same.

Unlike mobility activities, group activities do not require the names and personal details of the participants in the group. The only person whose name and email are specifically required is the Lead accompanying person, as this person will receive the invitation to fill in the participant report. 

Before the submission of the Final beneficiary report, group activities in your project should be checked. All group activities must be in status Complete before the report can be submitted. 

Steps

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"Force majeure" flag

Force majeure

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In addition, the following fields and grants are affected are affected at group level in the case of force majeure: 

• Duration (days):  The The business rule checking the minimum and maximum duration will no longer apply in the case of Force Majeure.
• Total travel grant: The field becomes editable. If any values were already present they are preserved.
• Duration for individual support:  The field becomes editable. If any values were already present they are preserved in the Participants Details screen, . The business rule checking the minimum duration will no longer apply in the case of Force Majeure.
• Total individual support grant: The field becomes editable. If any values were already present they are preserved.
• Organisational Support: The field becomes editable. If any values were already present they are preserved.
• Inclusion support for organisation: The field becomes editable. If any values were already present they are preserved.

Fill in the "From

/ To" section

Select the Sending organisation and the Receiving organisation from the applicable drop-down lists. The Country and City for each organisation are prefilled automatically with those registered in the Organisation Registration system (for organisations with an OID) or in the project (for organisations without an OID). These are the default locations and can be changed manually in the project.

For all subgroups in a group activity the sending country and the destination country must be the same.

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"Activity at a seat of an institution of the European Union" flag (Call 2023 only)

The Activity at a seat of an institution of the European Union flag is available in the From-To section of the group activity details in call 2023 projects. The relevant tick box displays if the Receiving Country selected is either Belgium, Germany, Luxembourg, France or The Netherlands. 

If applicable for the group, tick the flag. 

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Fill in the "Duration" section

1. Fill in the Start date and End date of the group activity. These dates must be within the project dates.
2. The group activity Duration (days) is calculated automatically and it does not include the travel days.
3. If the activity

The selected locations are applicable to all the subgroups of participants involved in the activity.

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Fill in the "Duration" section

1. Fill in the Start date and End date of the group activity. These dates must be within the project dates.
2. The group activity Duration (days) is calculated automatically and it does not include the travel days.
3. If the activity is a Blended mobility activity, check the applicable flag.
4. Specify the Number This field is displayed if the Blended mobility activity flag is ticked. Specify the Number of days in virtual Mobility activity.
   • There are no duration constraints for the virtual component of the activity, and it is not taken into account in the Duration (days) and other budget calculations based on the physical duration of the activity.

"Blended mobility activity" flag

"Participants" section

The In the Participants section is not visible at this stage. It will become visible after you save and create the group activity record. Here you will create the subgroups of participantsyou will be able to create the subgroups of participants taking part in the group activity, with details for each subgroup. It is possible to add subgroups at this point, after having saved the group details. See but it can also be done after the general group activity information has been completed and saved. See Add a subgroup to a group below for further instructions.

In our example, we will first complete the group activity details and add the subgroups later. 

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Fill in the "Participants Summary" section

This section is mostly prefilled read-only and information will be filled in based on the details provided for each subgroup subgroup in the Participants section of the screen. The fields will be updated as you fill in the Participants details for each subgroup, after saving the group activity group.

At the bottom of the section you will also view the Organisational Support grant. This grant will be calculated automatically based on the subgroup information you provide. This amount cannot be changed manually except in cases of force majeure, and it is capped at EUR 1000 per group activity. 

In addition:

1. Calculate and type the Average age of the group.
2. Specify the Lead accompanying person details.

The Lead accompanying person will be required to fill in the participant report for the entire group, even in case of Force majeure. Ensure the email address you provide is correct, as the invitation to fill in the participant report will be sent to this email.

1. The field Number of participants for organisational support must remain empty if no subgroups have yet been added to the group activity. If (a) subgroup(s) is already added to the group activity, fill in the relevant information. This field is not mandatory. 

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"Incoming international participant (under special conditions)" flag

"Inclusion support for organisation not requested for all participants with fewer opportunities" flag

If applicable, you can use the Inclusion support for organisation not requested for all participants with fewer opportunities flag to request only for some of the participants with fewer opportunities in the group activity inclusion support for organisations.

When the flag is ticked, the field Number of participants for Inclusion support for organisation becomes available and must be filled. The calculated Inclusion support for organisations is updated as per your input. 

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"Participant Survey" section

In this section you will be able to monitor the status of the participant report and, if needed, resend the invitation to the Lead accompanying person to fill in the report. Initially, the section is empty.

For more details about the participant report and this section in the group activity details, see the page Manage Participant Reports in projects.

Review the "Budget" section

The Total group grant is displayed at the bottom of the activity screen, in theBudget section. It is calculated automatically as the sum of all relevant grants calculated in the subsections above. This amount cannot be changed manually. To view the real grant value, you must fill in the subgroup information first. 

In our example, after providing the required information for the Group activity, it is 0 EUR, as we have not yet added Participants for the group activity. 

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Add "Comments" if applicable

Please add any additional explanations you consider relevant concerning the group in the Comments field.

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Click "Save"

Once all the mandatory details are filled in, click on the Save button at the bottom of the screen to save and create the group activity record.

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Group activity added to the project

A success message is displayed and the activity is displayed in the Group activities list.

As we did not yet add participants to the group, the group activity is in status Draft. At least one group of participants must be added to a group activity for the status to be completed. Please also note that only group activities in status Complete are calculated in your project's reported budget. 

You can now edit the group

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"Participant Report" section

In this section you will be able to monitor the status of the participant report and, if needed, resend the invitation to the Lead accompanying person to fill in the report. For more details about this section, see the page  Manage participant reports in projects.

Review the "Budget" section

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Add "Comments" if applicable

Please add any additional explanations you consider relevant concerning the group in the Comments field.

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Click "Save"

Once all the mandatory details are filled in, click on the Save button at the bottom of the screen to save and create the group activity record. A success message is displayed and the activity is displayed in the Group activities list.

You can now edit the activity to add subgroups of participants.

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Add a subgroup

in the "

Participants"

section

Open the Group Activity in edit mode

Click on the Edit icon to open the Group activity in edit mode.  activities list, click on the Edit icon next to the group activity for which you wish to add the participant subgroups. The Group activities screen opens.

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Click on "Create" under "Participants" to open the subgroup details screen

In the Group activities details screen, scroll down to the Participants section and click on the Create button. 

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View the "Group details"

The subgroup details screen opens in edit mode.

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View the "Group details"

Similarly Similar to the Group activities screen, the subgroup details screen consists of various subsections, which can be opened and collapsed by using the dedicated arrows.   All mandatory fields, marked with *, and sections in the subgroup screen must be filled in at once , in order to save the subgroup details.

At the top of the screen you can view the key group details: 

• the Group activity ID - cannot be changed at subgroup level
• the Destination country and city - cannot be changed at subgroup level
• the Start date, End date, and calculated Duration, excluding the Travel days - cannot be changed at subgroup level
• whether the group has been flagged as a case of Force majeure - can be changed at subgroup level

Fill in the "Participant details"

1. Each subgroup is assigned an an ID automatically automatically. You can change it according to your preferences, but it must be unique within the project.
2. Specify the number of female, male or participants of other genders. The total total Number of participants is is calculated automatically and displayed.
3. If the subgroup includes Participants includes Participant with fewer opportunities, check the applicable flag, and type the the Number of participants with fewer opportunities in the dedicated field. 
   • You may also consider creating one or more subgroups that include only these participants, in accordance with their specificity. These participants and the beneficiary organisation
   are entitled to inclusion support. If applicable, fill in the desired Inclusion support for participants amount.
4. Specify the Number of accompanying persons of each type, in the dedicated fields.

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1. • are entitled to inclusion support. If applicable, fill in the desired Inclusion support for participants amount.

   • In ADU projects, the Participants with fewer opportunities flag is selected by default and cannot be changed. All participants are considered Participants with fewer opportunities.

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     title Click here to view an example of the Participants with fewer opportunities flag in a KA121-ADU project.
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2. Specify the Number of accompanying persons of each type, in the dedicated fields.
3. The Force majeure flag can be ticked/unticked as relevant for the subgroup. If the flag is ticked, you must provide a justification. 

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Force majeure

Fill in the "Travel details"

Fill in the "Travel details"

Select the Distance band (1), provide the Real distance in kilometres (2) between the sending and the receiving cities and select the applicable Main means of transport (3) from the respective drop-down list

Type the Real distance in kilometres between the sending and the receiving cities

.

Enter the number

of 

of Travel Days (4). You can add up to 2

days for non-sustainable travel and up to 6 days for sustainable (green) travel.

If you selected a different location in the group details, fill in the additional field Explanation in case starting or end point is not the same as location of the sending and receiving organisations.

days for non-sustainable travel and up to 6 days for sustainable (green) travel. 

The Total travel grant 

The Total travel grant (5)

is calculated automatically based on the number of participants (including the accompanying persons) and the unit cost (5). This amount cannot be changed manually, except in cases of force majeure.

Note

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"Sustainable Means of Transport" flag 

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If you check the

"Travel grant not requested" flag 

The Travel grant not requested flag indicates that, for a mobility activity, this type of support grant is not required. Once the flag is ticked, the Travel unit cost and Total travel grant will

be set to 0.

be set to 0.

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Fill in the "Exceptional Costs for Expensive Travel" section, if applicable

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Fill in the "Exceptional Costs for

Expensive Travel

visa and other entry requirements" section, if applicable

,

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Exceptional

Cost for Expensive Travel

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Cost for Expensive Travel

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 Fill in the "Exceptional Costs for visa and other entry requirements" section, if applicable

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Fill in the "Individual Support" section

If you do not require any individual support for this subgroup, tick the Individual support grant not requested flag.

Otherwise, type the number of days for which you require the individual support grant for the subgroup, in the Duration for individual support field. This field is already prefilled with the maximum duration, calculated based on the activity duration and the number of travel days for this subgroup. Make sure that the number of funded days is in line with the participant grant agreement rules.

The Individual support for participants and the Individual support for accompanying persons are calculated automatically based on the respective unit costs, and cannot be modified manually. The Total individual support grant is also calculated and displayed. This amount cannot be changed manually, except in cases of force majeure.

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Review the "Budget" section

The Total grant for the subgroup is calculated automatically based on the information you have provided and displayed at the bottom of the screen.

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Add Comments, if applicable

Please add any additional explanations you consider relevant concerning the subgroup in the Comments field.

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Fill in the "Individual Support" section

Provide the number of days for which you require the individual support grant for the subgroup, in the Duration for individual support field. This field is by default editable in call 2021 and call 2022 projects. For call 2023, see below.

Make sure that the number of funded days is in line with the participant grant agreement rules.

The Individual support for participants and the Individual support for accompanying persons are calculated automatically based on the respective unit costs, and cannot be modified manually. The Total individual support grant is also calculated and displayed. This amount cannot be changed manually, except in cases of force majeure.

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"Individual support - grant not requested" flag

If you do not require any individual support for the subgroup, tick the Individual support - grant not requested flag. The related budgetary values will be set to 0 EUR.

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IS_2023 IS_2023

"Request fewer days for Individual support" flag (Call 2023)

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Review the "Budget" section

The Total grant for the subgroup is calculated automatically based on the information you have provided and displayed at the bottom of the screen.

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Add Comments, if applicable

Please add any additional explanations you consider relevant concerning the subgroup in the Comments field.

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Click "Save"

Once all the mandatory details are filled in, click on the Save button at the bottom of the screen to save and create the subgroup.

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Subgroup added to the Group activity 

A success message appears, and the subgroup is now displayed in the Participants list.

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Add as many subgroups to the group activity as required. 

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Make further adjustments in the Group Activity, as required

Review all details in the Group activity screen and make any other required changes, as applicable.

In our example, we will update the field Number of participants for organisational support in the Participants Summary section, as we would like to add Organisational Support for (some/all of) the participants in our group activity.

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"Save" the group activity 

As soon as one subgroup is added to the Group activity and all mandatory fields are filled, the status badge in the Group activity details screen changes to Complete. Click on the Save button to save the Group activity. 

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Group activity in status "Complete"

A success message displays and you are redirected to the list of Group Activities. It is now in status Complete.

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Click "Save"

Once all the mandatory details are filled in, click on the Save button at the bottom of the screen to save and create the subgroup. A success message appears, and the subgroup is now displayed in the Participants list. 

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At this point, the group activity status changes from Draft to Complete.

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"List of group activities"

All the group activities you add are displayed in the List of group activities. For each group there is one corresponding group activity. The details shown in the list are retrieved from the information you provided in the group and subgroup screens.

The Group Activity Status is updated to Complete. 

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Expected Outcome

Group activities have been added to the project.

Once all the mandatory details are filled, the group activity status changes to Complete in and the related costs are reflected in

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